What are the responsibilities and job description for the Office Management Specialist II position at Totally Joined For Achieving Collaborative Techniques, LLC?
About Us:
Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority-owned, CVE-verified Service Disabled Veteran Owned Small Business (SDVOSB) performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S. government agencies and organizations.
About this Position:
TJFACT is seeking a well-qualified Office Management Specialist II to join our Team! This position will support the Department of State – INL/WHP in Washington, D.C.! This position is equivalent to a Program Advisor/Specialist Level 2.
INL’s Office of Western Hemisphere Programs (INL/WHP) oversees more than half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports multiple Administration and congressional priorities, including countering corruption, combatting the opioid epidemic, combatting transnational criminal organizations, and addressing security and governance-related drivers of migration. The Specialist will provide day-to-day support to INL/WHP management as well as additional INL/WHP staff.
This role is contingent upon reward.
Major Duties and Responsibilities
- Supports the INL/WHP office, office director, and division chiefs.
- Assists with keeping office, Office Director, and Division Chiefs calendars up-to-date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
- Assists lead OMS in general office duties.
- Makes and receives telephone calls; directs inquires to appropriate staff.
- Completes time and attendance requirements for the office.
- Ensures adequate supplies are available for the office and aids in requesting new supplies when needed; initiates procurement requests for the office.
- Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.
- Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
- Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
- Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
- Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Division Chiefs will not be able to make a commitment.
- Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
- Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
- Schedules large meetings and conferences: Selects time and location, notify participants, coordinate escorts and arrival, ensure that all requirement materials and services are provided in a timely manner, attend meetings and take notes, and prepare reports of the proceedings.
- Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
- Serves as note-taker for meetings.
- Other duties as assigned.
Required Qualifications:
- US. Citizen or legal U.S. resident.
- Bachelor’s degree from an accredited institution.
- Knowledge of, and demonstrated experience, using Microsoft 365.
- Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.
- Demonstrated experience in the use of the telephone and voicemail.
- Two to four years’ experience in relevant field.
- Proven knowledge of federal policies and procedures.
- Ability to communicate effectively, both orally and in writing, with a wide range of players.
Preferred Qualifications:
- Active security clearance.
- Demonstrated proficiency in computer and web-based applications including Microsoft 365, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
- Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.
- Demonstrated ability to provide excellent customer service.
- Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
- Prior demonstrated executive-level administrative and business process experience.
- Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.
- Familiarity with Department of State systems such as TATEL, E2, and with State Department formats.
- Spanish language proficiency is highly desirable.
BENEFITS:
- Medical, Vision and Dental Insurance
- 401-K plus match
- Paid Vacation days
- Paid holidays
- Short Term and Long-Term Disability
- Voluntary Term Life
TJFACT is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran. We reserve the right to modify or revise the job descriptions in part or in its entirety. Reasonable accommodation will be made in accordance with governing law.
